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Import invoices in batches

Learn how to import invoices in batches to QuickBooks Online.

Do you need to import a batch of invoices quickly into QuickBooks Online? If you're a QuickBooks Online Plus user you can easily do this. We'll show you how.

What can I import into QuickBooks?

  • Invoices can be imported with multiple line items or as a total value for each invoice.
  • Add new products and services to QuickBooks before importing.
  • Multicurrency is supported. (Learn how to use multicurrency in QuickBooks.)
  • Product categories are supported.
  • Tax codes are supported. The GST/HST codes are mapped so you don’t need to change your GST/HST codes to QuickBooks GST/HST code formats before importing.
Note: We recommend you don’t import more than 100 invoices at any one time. There is also a 1,000 row limit per spreadsheet or CSV file.

Before you get started

Prep your CSV file

Before you import your data, you need to prep your CSV (or Excel) file accurately. The following columns are required:
  • Invoice number
  • Customer
  • Invoice date
  • Due date
  • Item amount
  • Item tax code (if applicable)
You'll be able to map each of your column headings to QuickBooks invoice fields during the import flow. what's required to import invoices. There is also an example data file available for you to download.

Import a batch of invoices

Once your spreadsheet is set you can import the data into QuickBooks Online.

Step 1: Open the Import Invoices tool

If you want to import your own invoice numbers, first turn on Custom transaction numbers in Account and Settings, which is found in Sales. ( Note: If you don't turn this on, invoice numbers in your spreadsheet will be overwritten by standard QuickBooks invoice numbers.) To begin your import:
  1. Go to Settings ⚙️, then select Import Data.
  2. Select Invoices.

Step 2: Upload your CSV file

    1. Once your CSV file is ready, select Browse, then select your CSV file.
    1. You have the option to add any new customers or products/services that are not in QuickBooks Online. If you would like QuickBooks to create customers and/or products and services, check the applicable box.
  1. Select Next.
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Step 3: Map your import fields

Map your column headings

  • Map all mandatory fields that are marked with an asterisk (*).
  • Select Not applicable for any fields not in your CSV file. Note: If no product or service is present, QuickBooks will populate this field with a generic item called "sales".
  • Select the date format you have used, ex. DD/MM/YYYY.
  • Select Exclusive or Inclusive as your GST/HST option. This option is not available if GST/HST is not set up in QuickBooks.
  • Select Next.
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Map your tax codes

  • Match your GST/HST codes to those set up in QuickBooks.
  • Select Next.
At this stage, any mapping issues will be highlighted so you can go back and resolve them.

Step 4: Import invoices

After you map the import fields, you will see a summary of your import. If everything looks good, select Start import. User-added image Once completed, an import summary will be displayed:
  • If your invoices were added successfully, select OK to finish.
  • If any invoices fail to import, note why, and then select Done.
Your invoices have been added to your accounts.

Other Helpful Tips

  • When new customers are imported, if no currency is specified QuickBooks assumes the customers’ currency is CAD.
  • When invoices have multiple line items, ensure each line entry specifies the invoice number, customer, invoice date, etc., as seen in the example CSV file, specifically invoice 1001.

Notes for GST/HST:

  • If GST/HST is not applicable then GST/HST codes and amounts are not required.
  • If GST/HST is applicable then GST/HST mapping will be required
  • QuickBooks will calculate GST/HST based on the GST/HST code if no GST/HST amount is specified
  • When a GST/HST amount is specified, the amount will override any calculation that would normally be made by QuickBooks. The override allows for any rounding differences between QuickBooks and other 3rd party applications.

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